PC Passport. Spreadsheets Student Workbook

Transcription

1 PC Passport Spreadsheets Student Workbook

2 Published date: August 2008 Publication code: CB4122 Published by the Scottish Qualifications Authority The Optima Building, 58 Robertson Street, Glasgow G2 8DQ Ironmills Road, Dalkeith, Midlothian EH22 1LE The information in this publication may be reproduced to support the delivery of PC Passport or its component Units. If it is to be used for any other purpose, then written permission must be obtained from the Assessment Materials and Publishing Team at SQA. It must not be reproduced for trade or commercial purposes. Scottish Qualifications Authority 2008 ii

3 Introduction This student workbook is one of a range of eight titles designed to cover topics for the refreshed PC Passport. Each title in the range covers the required subject material and exercises for candidates studying PC Passport. This workbook covers all three levels of PC Passport Beginner, Intermediate and Advanced with each level clearly identified. There are a number of exercises associated with each subject and it is recommended that centres download and use the sample exercise files provided. Each workbook will help prepare candidates for the assessments for the refreshed PC Passport. It is recommended that centres use the most up-todate Assessment Support Packs appropriate for their type of centre, eg either school, FE or work-based. Spreadsheets Student Workbook Beginner/Intermediate/Advanced iii

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5 Contents Beginner 1 Spreadsheet Software 1 Excel Overview 1 Creating Workbooks 10 Exercise 1: Using Copy and Cut 16 Exercise 2: Using Copy and Paste 19 Exercise 3: Cell Formatting and Calculations 26 Exercise 4: Using Formulas 27 Exercise 5: Using AutoSum and Other Formatting Options 29 Cell Referencing 31 Exercise 6: Absolute/Relative Cell Referencing 34 Exercise 7: Absolute/Relative Cell Addressing and Statistical Functions 34 Formatting Text 35 Exercise 8: Formatting Cells 37 Exercise 9: Using AutoFormat 39 Previewing and Printing a Workbook 40 Exercise 10: Printing Your Workbook 45 Exercise 11: Working with Print Options 46 Using Functions 48 Intermediate 51 Mathematical Functions 52 Statistical Functions 53 Financial Functions 55 Logical Functions 57 Graphics 62 Charts 72 Exercise 12: Creating Charts 84 Exercise 13: Amending Charts 85 Advanced 87 File Protection 88 Exercise 14: Applying File Protection 95 Creating Spreadsheet Templates 96 Data Validation 98 Using Macros 104 Exercise 15: Creating a Macro 107 PivotTable Reports 108 Exercise 16: Using PivotTables 116 Using Goal Seek 116 Exercise 17: Using Scenarios 118 Sorting Data 119 Exercise 18: Sorting 121 Using Lists 121 Exercise 19: Using Lists 123 Using Filters 125 Exercise 20: Using Filters 129 Using Functions with Lists and Filters 132 Exercise 21: Using Lists, Data Forms and Filters 137 Finally 138 Spreadsheets Student Workbook Beginner/Intermediate/Advanced v

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7 Spreadsheet Software To enable you to perform calculations on numbers, hold lists of things, perform analyses on data and create charts, you need to use spreadsheet software. Spreadsheet software allows you to do all of these things and is the most widely used software in any office, especially when you need to keep financial information. There are two popular applications: Lotus 123 and Microsoft Excel. You can also get specialist financial and accounting software like SAGE. Opening and Closing Spreadsheet Software You can open your spreadsheet software in a number of ways. The most popular method is using the Start menu, which is shown at the bottom left of the Windows screen on the taskbar: Click the Start button, choose All Programs (or Programs if you don t use Windows XP) and then Microsoft Excel or Lotus 123. Note: If you use Windows XP, and you use Microsoft Excel frequently, you may also find it on the menu shown when you first click the Start button. This is to make it quicker for you to launch the program. When you have finished using your spreadsheet software, you should close it. You do this by clicking File on the menu bar and then choosing Exit from the menu of options. Excel Overview Microsoft Excel is one of the most popular spreadsheet applications, but most have similar features to Excel. Files created in Excel are called workbooks. A workbook may contain one or more worksheets. Each worksheet in a workbook stores information in a grid of rows and columns of cells. You can enter text, numbers, dates and calculations (formulas) in the cells to present and analyse the information you need. Spreadsheets Student Workbook Beginner 1

8 For example, you could use a workbook to store budget forecasts, employee timesheets, profit and loss accounts, calculation of depreciation, cash flow analysis and monthly expense reports. Some advantages of using a computer-based workbook are: You can format the information in a workbook using a variety of fonts, lines and shading, making the information easier to read. Changes can be made to values in a workbook at any time, and all calculations making reference to those values will be updated automatically. The information in a workbook can be presented graphically using charts of various types. Each cell in the workbook has its own unique cell address (also known as the cell reference). This is made up of its column letter and then its row number, so the cell at the top left of the worksheet in column A on row 1 is cell A1. The cell that reads Expenditure in the above illustration is cell A12, while the cell that reads May is cell F5, and the active cell pointer is on cell A4. Note: When working with Excel, you might notice that it sometimes inserts the name of the worksheet the cell address comes from. In that case, in the above example, cell H23 on sheet Cash Flow Projections would be referred to as: Cash Flow Projections!H23 Spreadsheets Student Workbook Beginner 2

9 Notice the cell address is made up from text and numbers. When you want to replicate a formula across a number of cells you can use the fill facility. How to Fill Data within a Row or Column 1 Select the cells you want to copy. 2 Drag the fill handle (the small black square in the lower-right corner of the selection when you point to the fill handle, the pointer changes to a black cross) across the cells you want to fill, and then release the mouse button. Spreadsheet Screen Elements When your spreadsheet application is loaded, the application window will be displayed. The screen elements described below are for Microsoft Excel, however most spreadsheet applications have similar options. In fact most applications use a menu system, either along the top or the side of the application screen, for you to access various options to enter, manipulate and use the spreadsheet software to create your spreadsheet. Title Bar The application window has a title bar displaying Microsoft Excel Book 1, although Book 1 will change to the name you give the workbook when you save it. The window has standard window elements such as the Minimise button and Maximise buttons that you ll see on all program windows, and like any other window, you can resize and position the Excel window anywhere on the screen. Menu Bar Below the title bar is the menu bar. By clicking a menu name or by pressing [Alt] then the underlined letter, you can display the menu options. For example, [Alt] F will access the File menu. Once the menu is open, to choose an option simply click it or press its underlined letter. Spreadsheets Student Workbook Beginner 3

10 Some commands can be accessed using keyboard shortcuts. When a keyboard shortcut is available, you will see it described to the right of the command name. For example, if you click the Edit menu, you will see the Copy command can also be actioned by pressing [Ctrl] C. This means pressing C while you hold down one of the [Ctrl] keys. Options that appear dimmed are not available for selection at this time. If the command can also be accessed through a toolbar button, eg Cut, the picture that appears on the button is shown to the left of the menu option. Initially, only some of the options will be shown on each menu, however, you can extend the menu to show all the available options if necessary. As you work with Excel, those options that you use will be added to the shortened list initially displayed. Toolbars To begin with, the Standard and Formatting toolbars are displayed they are the ones you work with most. You can choose to display or hide toolbars using the View, Toolbars command. Alternatively, right-click any toolbar currently displayed to see the shortcut menu and then select a toolbar name to display or hide it. Worksheet Tabs Each workbook in Excel is made up of one or more worksheets. Each worksheet (or simply sheet) in the workbook is represented by a tab at the bottom of the window. Each time you create a new workbook, it will have the default number of worksheets for your system. You can rename the sheets from their original Sheet1, Sheet2 format by double-clicking the tabs and typing the new names. This can make it easier for you to know what data is on each sheet. Scroll Bars The scroll bars shown along the bottom and right edges of the window allow you to navigate up, down and across your spreadsheet and can be used to see different parts of your workbook if it s too large to be seen all at once on the screen. Spreadsheets Student Workbook Beginner 4

11 When you click the arrow buttons at the end of a scroll bar, the cells onscreen will scroll in the direction shown on the arrow. If you want to scroll further, you can click and drag the scroll box along the scroll bar to the required position. How to Open a Workbook If the workbook you want to work with has already been typed and saved, you have to open it first. 1 Open the file using one of these methods: Select the File, Open menu option, ie click the File menu and then the Open option. Hold down [Ctrl] and press O. Click the Open button on the toolbar. The Open dialogue box will be displayed. 2 Choose where the workbook is located, eg on the desktop or somewhere on My Computer, by selecting an option from the Look in drop-down list. You can display this list by clicking anywhere on the box or the small arrow at the end of it. This is known as a drop-down arrow as clicking it displays a drop-down list. Note: The Places bar at the left of the dialogue box can be used to quickly list the contents of the listed folders. Simply click the appropriate button. 3 If necessary, choose the disk where the workbook has been saved by clicking it. The contents of that disk, including any files not stored inside a folder, will be listed in the main window in the dialogue box. 4 Open the folder where the file has been saved by double-clicking its name. For example, if the workbook is in the Projects folder, double-click the Projects folder. The folder name will then appear in the Look in box and its contents listed in the main window. 5 Once the folder you want is open and its name is shown in the Look in drop-down list box, click the workbook name and then the Open button. Spreadsheets Student Workbook Beginner 5

12 How to Save a Workbook When saving files to your computer, you can choose to save them in a folder on your computer s local hard disk, floppy disk or memory stick. If you are attached to a network, you can also choose to save them in a folder on the network. You can also choose to store it in a folder that already exists, or create a new folder for it. 1 Choose to save the file using one of these methods: Select the File, Save menu option, ie click the File menu and then the Save option. Hold down [Ctrl] and press S. Click the Save button on the toolbar. The Save As dialogue box will be displayed. 2 In the File name text box enter a suitable file name. The following rules apply when naming files: File names can be a maximum of 255 characters. Some characters cannot be used in file names. These include: \ / *? : ; " < > Within a single folder each file name must be unique. Microsoft Excel adds an.xls extension to all workbook file names. It may be the case, however, that you do not see the file extension as its display depends on how your system has been set up. 3 If necessary, choose the file format from the Save as type drop-down list. 4 Specify where the file is to be saved, eg on the desktop or somewhere on My Computer, by selecting an option from the Save in drop-down list. You can display this list by clicking anywhere in the box or on the small arrow at the end of it. Note: The Places bar at the left of the dialogue box can be used to quickly display the contents of the listed folders. Simply click the appropriate button. Spreadsheets Student Workbook Beginner 6

13 5 If necessary, choose the disk where you want to save the file by clicking it. The contents of that drive, including any files not stored inside a folder, will be listed in the main window in the dialogue box. 6 Open the folder where the file is to be saved by double-clicking its name. For example, to store the file in the Projects folder, double-click the Projects folder. The Project folder name will then appear in the Save in box and its contents listed in the main window. If you want to create a subfolder inside the one shown in the Save in box, click the New Folder button. A new folder will appear in the file and folders list, ready for you to type a unique name. Type the new folder name then press [Enter]. 7 Once the folder you want is open and displayed in the Save in drop-down list box, click the Save button. Note: When you save a file that has been saved before, Excel assumes that you want to save it on top of the previous version and so doesn t ask you for a file name or a location. If you want to save another copy of the file, use the File, Save As menu option, which will always ask you for a file name and a location. Printing a Workbook To print a copy of your workbook to the default printer, click the Print button on the toolbar. The worksheet can be printed using standard layouts like portrait or landscape (useful for spreadsheets that need to display across the page, rather than down the page). It may be necessary to adjust the page orientation (portrait or landscape) or even adjust the margins, size of font and/or page sizes to get your worksheet to fit onto one page. There are a number or printer properties and page setup properties you can change to allow your spreadsheet to look better, or to minimise paper. Closing a Workbook When you have finished working with a workbook, you can close it using the Close option from the File menu. Spreadsheets Student Workbook Beginner 7

14 Inserting, Deleting, Moving and Renaming Worksheets Each workbook that is created has one or more worksheets. The precise number will depend on each system s setup, however, you will be presented with three worksheets by default. You can add and remove worksheets as and when you need to and, as you ve seen earlier, you can also rename sheets to make them easier to work with. If necessary, you can also change the order in which the sheets appear in the workbook. How to Insert a Worksheet into a Workbook 1 Right-click a worksheet tab. 2 Choose Insert from this menu. 3 In the Insert box, choose Worksheet and click OK. The new sheet is inserted to the left of the one you right-clicked. How to Move a Worksheet Click the tab of the worksheet that s to be moved then drag it to its new position in the workbook. As you drag, a small arrow shows you where the worksheet will be placed if you let go of the mouse button. How to Delete a Worksheet from a Workbook Right-click the tab of the worksheet you want to delete and choose Delete from the shortcut menu. When you re asked to confirm the deletion, click OK. How to Rename a Worksheet Double-click the worksheet tab and type the new name for the sheet. Press [Enter] when you ve finished. Common Spreadsheet File Formats When you save an Excel workbook it is stored in a particular format, complete with the cell contents, the formatting that has been applied, the graphics that have been included and so on. The file name you supply is given an.xls extension (an abbreviation added to the end of the file name to identify the file type) which identifies it to Excel as an Excel workbook. Spreadsheets Student Workbook Beginner 8

15 Excel can both read and save your workbooks in other formats. This is so that you can exchange data with other programs that can t read or create Excel s own format. So if, for example, a client uses a different spreadsheet program that can t read Excel files, you could save the workbook in another format that they can read. Likewise, if Excel can t read their spreadsheet program s file format, they could save their workbook in one of the formats that Excel can read. Text files Comma Separated Value (CSV) files Symbolic Link (SYLK) files When you save a workbook using one of the text formats, only the text and results of calculations are saved. This means that you lose all formatting, graphics, objects and other contents from the file. Normally you would use the Text (Tab-delimited) (*.txt) file type. When you use this type, the resulting file contains all the text with each row from the worksheet shown on a new line, and with tab characters between the columns. Files of this type have a.txt extension on their names. Note: If you re saving a text file for a Macintosh computer user, use the Text (Macintosh) (*.txt) file type. This format also saves text and results of calculations, with the rows on separate lines of the CSV file and the columns separated with commas. Files that use this format can be identified by their.csv file name extension. Note: If you re saving a CSV file for a Macintosh computer user, use the CSV (Macintosh) (*.csv) file type. When you save a workbook using the SYLK format, the text and the formulas (used to perform the calculations) are saved along with limited formatting. If any part of a formula is not supported by the SYLK format, the result of the calculation, rather than the formula used to calculate it, will be saved in the SYLK file. Files that use this format can be identified by their.slk file name extension. To open or save a workbook in a format other than the standard Excel Workbook format, use the Files of type drop-down list to choose the particular format you want to work with. Using Excel Help Like all Microsoft applications, Excel provides an online facility for getting help when you need it. Spreadsheets Student Workbook Beginner 9

16 The Office Assistant The Office Assistant is an online help system that you can use when you want to know more about a particular option or how to complete a task. If the Office Assistant is displayed, some of the prompts that are usually shown in dialogue boxes appear in an Office Assistant balloon. 1 Select the Help, Microsoft Excel Help menu option. Alternatively, click the Office Assistant button at the end of the Standard toolbar, or press the function key marked [F1]. An Office Assistant balloon will be displayed. 2 Type your question into this What would you like to do? box. For example, How can I sort information? and then click the Search button. You will then be given a choice of help topics to choose from. 3 Click your chosen topic and help text will be displayed or a list of headings will be shown so you can select more specifically what you would like to do. 4 Click your chosen heading to display the help text. Creating Workbooks As you learned earlier, each workbook created in Excel is based on a template that defines its initial appearance and layout. This means that the fonts, sizes and so on give the workbook a consistent look and feel without each user having to spend the time and effort creating the same effects. There are a number of templates for different workbook types including expense statements, invoices and purchase orders, and you can create your own if necessary. If you choose to create a new workbook using the New button on the toolbar, it will be based on the default Normal template. If you want to create a workbook based on one of the other templates, you have to use the File, New menu option as this will give you a choice of templates to choose from. Spreadsheets Student Workbook Beginner 10

17 This is an illustration of a workbook based on the Expense Statement template that s supplied with Excel. As you can see, content and formatting are part of the template. Once the workbook has been created, you simply fill in the blanks with your figures. The Total and Sub Total cells contain calculations (formulas) that will work out the figures based on what you typed into the other cells. Workbook Templates Templates allow you to create workbooks that already have the formatting you need as well as standard text such as column or row labels, graphics such as logos, or formulas for calculating the values needed to complete your workbook. Spreadsheets Student Workbook Beginner 11

18 For example, if you had to complete a time sheet every week, it would be quicker to set up the basic sheet as a template (complete with headings and column and row labels, as well as the calculations needed to total your hours) then every week create a workbook based on the template, simply filling in the blanks with the relevant data for that week. Every workbook you create is based on a template and unless you choose a specific one, it will be based on the Normal template. This template doesn t add any standard content to your workbook, but applies a basic font and number format to each cell. You will learn how to create a workbook from a template later. You can create templates yourself by creating what you need as an ordinary workbook and then saving it as a template using the Template (*.xlt) option from the File of type drop-down list in the Save As dialogue box. Templates are recognised by their.xlt extensions. How to Create a Workbook Using a Template 1 Select the File, New menu option. 2 Click the template you want to use then click OK. A new workbook will be created based on the template you chose in the dialogue box. This is the workbook that you ll type your own data into. The template stays the same so that you can use it again later. Entering Numbers, Text and Symbols in a Cell Text, numbers, symbols, dates and times can simply be typed into a cell. Just move the active cell pointer to the cell where the data is to appear and then type it. Note: You can move the active cell pointer to a cell either by clicking it using the mouse or by using the arrow keys on the keyboard to move it from its current location. Pressing [Ctrl] [Home] will move the pointer immediately to cell A1. Spreadsheets Student Workbook Beginner 12

19 To accept what you have typed, press the [Enter] or [Tab] key. If you press [Enter], the cell pointer will move down one row. If you press [Tab], it will move right one column. If you want to abandon what you have typed, press the [Esc] key. When entering data you will notice that text entries are lined up at the left of the cell, while numeric entries are lined up at the right. Text entries are referred to as labels and numeric entries, dates and times are referred to as values. Note: A text entry that's too wide for the cell you've typed it into will spill over into the cell to the right, as long as that cell s empty. If there's something in the next cell, you will only see as much of your text entry as fits in the cell without spilling. Editing Data To make changes to a cell, either double-click it or press [F2] on your keyboard. You can then move around the entry, editing it to suit your needs. Pressing the [Backspace] key will delete data to the left of the cursor that s shown in the cell when you edit it, and [Delete] will delete data to the right. Alternatively, you can replace the entire cell contents simply by clicking the cell and typing the new entry. Using Undo Your most recent actions can be undone using the Undo drop-down list or the Edit, Undo menu option. If you undo an action or list of actions then discover that you shouldn't have, use the Redo drop-down list or the Edit, Redo command. Spreadsheets Student Workbook Beginner 13

20 Entering Simple Formulas in a Cell When you want to perform a calculation using numbers stored in a spreadsheet, you enter a formula. One of the main benefits of using a formula that uses cell addresses, rather than doing the calculation yourself and simply typing the answer into a cell, is that formulas are automatically updated when any cell on the sheet is changed or a new entry is made. This means that you can change the values that are used in the calculation without having to work out the result again. Example Formula =6+7+2 If you type this formula into a cell, the result (15) will be displayed in the cell. If you wanted to see the formula, you would click the cell then look at the formula bar. Formulas always start with an = (equals) sign so that Excel can identify them as formulas. What follows the equals sign is the calculation that is to be performed. Although the example above uses numbers, it is usually better to use cell addresses so that the automatic updating of formulas is effective. For example, if you want to add the contents of cells B3 and B4, the formula would read =B3+B4. This means that if the contents of either of these cells is changed, the result of the formula would be updated to match. If you want to multiply the contents of cell B3 by B4, use the * (asterisk) character. In this case the formula would read =B3*B4. Division uses the / (oblique) character. These characters used in this way are called operators. Operators * Multiply / Divide + Add - Subtract % Per cent ^ Exponent (to the power of) Spreadsheets Student Workbook Beginner 14

21 Formula Construction To enter a formula into a cell, first place the active cell pointer on the cell where the result is to be shown. Next, type = followed by the calculation you want to perform. You can either type the addresses of the cells you want to use or, once you have typed the = sign, you can click the cells, typing the required operator between them. BODMAS When you create a formula using more than one of the operators listed above, Excel will perform the various parts in a specific order. This can mean you get unexpected results. For example, what would you expect the result of this formula to be? =10+5*2 Did you guess 30? If so, you d find that Excel got a different answer. The answer that Excel would display would be 20. This is because of the order in which the operators are carried out. BODMAS is a way or remembering this order: Brackets Order (power of) Division Multiplication Addition Subtraction Here s another example along with an explanation of how Excel would deal with it: =5+60/5*(1+2) 2-1 Brackets =5+60/5*(3) 2-1 Order =5+60/5*9-1 Division =5+12*9-1 Spreadsheets Student Workbook Beginner 15

22 Multiplication = Addition =113-1 Subtraction =112 The AutoFill Handle and Formulas The AutoFill handle is the small square at the bottom right corner of the active cell pointer. This handle can be used to fill in series of entries and can also be used to copy cell contents from one cell to other cells beside it. When you copy a cell with a formula, the cell references in the formula are changed to suit the cells they ve been copied to. The AutoSum Button The AutoSum button on the toolbar can be used to quickly add a row or column of values. Simply place the active cell pointer on the cell where the total is to be shown and then click the button. Excel will add the nearest set of values. Press [Enter] to accept the suggested values. Exercise 1: Using Copy and Cut 1 Make sure that Excel is open. 2 Open the workbook Clothes stored in your main folder. 3 Use the AutoSum button to complete this table. 4 Follow these steps to duplicate and move this table, adjusting the values for Ladies Wear and Children s Wear. Select the Men s Wear table (A4:F11). Spreadsheets Student Workbook Beginner 16

23 Click the Copy button on the Standard toolbar. The copy is to be placed beginning at cell A15, so click this cell then click the Paste button on the Standard toolbar. Edit cell A15 to read Ladies Wear. Change some of the values in cells B17:E21, but be careful not to change any of the totals these values are calculated for you. Notice that they change as you change the values in the rest of the Ladies Wear table. Make a copy of the Ladies Wear table, pasting it at cell A26. Edit cell A26 to read Children s Wear and make some changes to the values in the table. The Ladies and Children s Wear tables are to be moved onto separate worksheets within the Clothes workbook. Select the Ladies Wear table (A15:F22) and click the Cut button on the toolbar. Paste this table on Sheet 2 at cell A4 then change the column widths as necessary. Cut and paste the Children s Wear table at cell A4 on Sheet 3 then change the column widths as necessary. Copy and paste the headings in rows 1 and 2 on Sheet 1 for Sheet 2 and Sheet 3. 5 Rename each of the sheets by double-clicking its name, eg Sheet 1 at the bottom of the worksheet and typing Men s Wear, Ladies Wear and Children s Wear as appropriate. 6 Save the changes you ve made to this workbook. 7 Close the workbook. Spreadsheets Student Workbook Beginner 17

24 Recognising Standard Formula Error Messages Until you are familiar with formulas, you might find that you make a few mistakes. Most times, reading the message will explain what the problem is and often Excel will suggest a way to fix it, sometimes even fixing it for you. A less straightforward error is the circular reference. A circular reference is caused when a formula includes the address of its own cell. For example, if the formula =B6*B7 appears in cell B7, you will have created a circular reference. Excel indicates this by displaying a message on the status bar and, depending on how you created the formula, a dialogue box may appear giving further details of your error. Note: If the Office Assistant is switched on, this message will look different but will contain the same information. To resolve the problem, edit the formula to remove or correct the problem. An Error That Isn t an Error It s common for users to think that they ve made a mistake when the result of a formula they ve entered looks like this: Jan Feb Mar Apr Total North ##### The problem here isn t a mistake with the formula; it s just that the column isn t wide enough to show the number. To fix it, just make the column wider. Checking Your Calculations Although formulas will perform your calculations for you, you should always check that you re getting the result you expected. As BODMAS shows, you might not get an error message, but that doesn t mean that your formula is giving you the result you want. Spreadsheets Student Workbook Beginner 18

25 Formula Calculation Each time you make a change to the data in your spreadsheet, all the formulas dependent on the cell you ve changed are recalculated so that they can take account of the change. This is called automatic calculation and is the default calculation mode. Depending on how you work, you may prefer to switch the calculation mode to manual, in which case each time you want to update the formulas affected by the changes you ve made, you would press the [F9] function key. To switch the calculation mode to manual (or back to automatic), select the Tools, Options menu option and view the Calculation tab. Set the appropriate option in this box then click OK to apply it. Exercise 2: Using Copy and Paste 1 Open the workbook Dealer Pricing stored in the Cars folder in your PersonalStuff folder. This workbook contains a number of formulas to calculate values for the first product PLA/001/46. These formulas are to be copied for the other products in the list. 2 Follow these steps to copy the formulas and paste them for the other products. Select the formulas in cells C6:H6. Make sure the mouse pointer is on the selected range then right-click to display the shortcut menu. Click Copy on the shortcut menu. Because these formulas are to be pasted for more than one product, you have to select all the cells that will be filled with the copied formulas. Select the range C7:H13. Point to the highlighted range then right-click and choose Paste from the shortcut menu. Spreadsheets Student Workbook Beginner 19

26 The formulas are repeated on each row and since they all contain relative cell references, they are updated to match so that on each row they calculate the figures for that row. 3 Add your name to the footer on this workbook then print one copy. 4 Save the changes you ve made and close the workbook. Selecting Cells, Range of Cells, Rows or Columns Before you can carry out an operation affecting a number of cells (a range), you must identify the cells to be included in the range by selecting them. If the operation is to affect only one cell, then simply click it to select it. To select one or more ranges of cells you would use different methods, depending on whether they re together on the worksheet or not. Selecting a Range of Adjacent Cells If you want to select a single range of cells that are side by side on the worksheet, click the first of the cells then, holding down the left mouse button, drag the mouse to the last. Alternatively, click the first of the cells and release the mouse button. Then, holding down the [Shift] key, click the last cell. Both these cells and all those in-between will be highlighted as selected. Selecting Non-adjacent Cells and Ranges If the cells you want to select don t appear side by side, you can select them by clicking the first and then, holding down [Ctrl], clicking each of the others. To select non-adjacent ranges, click and drag the first range and then, holding down [Ctrl], click and drag the others. Selecting a Single Row or Column To select a single row or column, click the grey button displaying the row number or column letter. Spreadsheets Student Workbook Beginner 20

27 Selecting a Range of Rows or Columns To select a number of rows or columns that appear together on the sheet, click and drag over the grey buttons indicating the row numbers or column names. To select multiple rows or columns that do not appear together in the sheet, click and, if necessary, drag over the first set of rows or columns and then, holding down [Ctrl], click and drag over the others. Inserting and Deleting Rows or Columns To insert a new row, select the row it s to be placed above and then choose the Insert, Rows menu option. Alternatively, hold down the [Ctrl] key and press the + key on the numeric keypad. To insert a new column, select the column it s to be placed before and then choose the Insert, Columns menu option. Alternatively, hold down the [Ctrl] key and press the + key on the numeric keypad. To delete rows or columns, first select them and then choose the Edit, Delete menu option or press [Ctrl] (on the numeric keypad). Changing the Column Width If you need to change the column width to allow for long entries in a cell, you can do so by clicking and dragging the vertical bar between the column heading letters. Alternatively, point to this bar and double-click to make the column wide enough so that the widest entry in that column is fully visible. Using the AutoFill Handle to Enter Data Excel s AutoFill feature can be used to quickly fill a range of cells with a series of values, numbers or dates by use of the AutoFill handle, which is the small square at the bottom right corner of the active cell pointer. Spreadsheets Student Workbook Beginner 21

28 To create a series, type the first entry in the series and then click and drag the AutoFill handle to the right or down over the cells to be filled to complete the series. As you drag, a Screen Tip will be displayed showing the entry that will be filled in the current cell. So, for example, if a series of months are to be entered into row 4, you would type January into the first cell and then point to the AutoFill handle and drag it to fill in the months you need. You can see the tip that s displayed to show you what month will be filled in the cell you re at. Formatting Cells The format of a cell containing a number dictates how it is shown in that cell. For example, if you type the number 10 into a cell, it will, by default, be shown as you ve typed it. If you then format that cell as a percentage, the value in the cell will be shown as 100%; if you format it as a currency it will be shown as (unless you also change the number of decimal places). Note: You can quickly format a cell by typing the value the way you want it displayed. If, for example, you type 10 into a cell, it will be formatted as currency with no decimal places. Any value you type into this cell will now be shown in this format unless you type it in another format. The Format, Cells menu option and, for some formatting options, the Formatting toolbar can be used to change the way values appear in the selected cells. Formatting Plain Numbers Plain numbers can be formatted to increase or decrease the number of decimal places displayed and also to include a comma to separate hundreds and thousands. These options can be adjusted using the Formatting toolbar. First select the cells to be affected by the change, then click the appropriate button. Formatting Dates Dates can be formatted in a number of ways to suit the sheet you re working on. The Format, Cells menu option gives you access to the available formats. Spreadsheets Student Workbook Beginner 22

29 Formatting Currencies A quick way of formatting a value with your default currency format is to use the Formatting toolbar. You can also use this toolbar to adjust the number of decimal places shown. Simply select the cell or range you want to format and then click the appropriate buttons. Alternatively, you can choose from a number of different currency symbols using the Format, Cells command. Formatting Percentages When you format a cell as a percentage, the value in the cell is multiplied by 100 and a % symbol is displayed. You can use the Formatting toolbar to do this. Formatting Text To allow you to highlight specific parts of your worksheets, the format of letters and numbers within a cell can also be changed, for instance, by changing the font style, colour or size. The Formatting toolbar contains a number of buttons that can be used to make these changes to the selected cells. In addition to these formatting options, you can change the orientation of the entries in the selected cells. To do this you would use the Format, Cells command, clicking the Alignment tab. Aligning Cell Contents When you first enter text into a cell, it is aligned to the left of the cell, whereas numeric values including plain numbers and dates are aligned to the right. This horizontal alignment can be changed using the Formatting toolbar or the Format, Cells command which gives you additional options. Another horizontal alignment option that is available is the Merge and Centre option which lets you treat a number of cells as one and centre the contents within the one new cell. Spreadsheets Student Workbook Beginner 23

30 You can also change the vertical alignment of a cell, ie align the entry to the top, centre or bottom of a cell that is deeper than the entry. Adding Cell Borders Using cell borders allows you to highlight ranges of cells within your worksheets. You can add preset borders to the selected range using the Borders drop-down list on the Formatting toolbar or customise the borders using the Format, Cells menu option. Using the Format, Cells menu option you can set your own choice of borders for the range of cells that is currently selected. In the Border tab, you can choose one of the preset borders or choose a style and colour and then apply it to the required border. Copying Cell Formatting You can quickly copy all the formatting attributes that have been applied to one cell and apply them to another cell or a range of cells. First click the cell that s been formatted with the attributes you want to copy and then click the Format Painter button on the toolbar. Next click the cell that s to be formatted with these attributes. Alternatively, to apply these same attributes to a range of cells, click and drag over the cells. Note: If you want to apply the attributes to more than one cell or range of cells, double-click the Format Painter. When you ve finished copying the formatting, click it again to switch it off. Formatting Other Numbers The Format Cells box can be used to apply any number format you want to use. On the Number tab (shown under Formatting Currencies box above) you can choose any of the formatting categories and set the specific options for each. Clicking OK will apply your settings to the selected cells. Spreadsheets Student Workbook Beginner 24

31 Using AutoFormat The AutoFormat feature in Excel can be used to add a collection of formatting attributes to your data in one step. There are a number of different AutoFormats to choose from and even if none of them is exactly what you want, you can adapt it to suit yourself. The Format, AutoFormat menu option gives you the list of AutoFormat to choose from. Conditional Formatting When you want to highlight cells that match specific conditions, you can do so by applying formatting attributes via the conditional formatting feature. For example, you might want to emphasise cells that fall outside limits that you ve specified. By using a different font, style, pattern and/or border, you can draw attention to these cells. How to Apply Conditional Formatting 1 Select the cells to be formatted. 2 Select the Format, Conditional Formatting menu option. 3 Make the appropriate selections: To format value cells based on their contents: a) Select Cell Value Is from the Condition 1 drop-down list. b) Next, select a comparison from the Comparison drop-down list. The entries in this list include equal to; not equal to; greater than; less than and between. c) Enter the values required for the comparison you've chosen into the text box. These values can be numbers or formulas. To format cells based on a condition other than their values: a) Select Formula Is from the Condition 1 drop-down list. b) Enter the required formula into the text box. This formula will include references to the relevant cells in the first row in the selected range. The result of the formula must be either True or False. 4 Click the Format button. Specify the formatting attributes you want to apply to those cells that match the specified condition. When you re finished, click OK to return to the Conditional Formatting dialogue box. Spreadsheets Student Workbook Beginner 25

32 5 If you want to set other conditions, click the Add button then repeat steps 3 and 4 for up to two others. 6 When you've set all the required conditions, click OK to apply them to the selected cells. Exercise 3: Cell Formatting and Calculations 1 Create a new blank workbook and create the following table: Note: Type the sign as part of the monthly salaries but not the comma Excel will format the number this way. 2 In cell C4 enter a formula that will calculate Anne Gilchrist s annual salary as 12 times her monthly salary. This formula should read =B4*12 3 In cell D4 calculate Anne s annual bonus as 10% of her annual salary This formula should read =C4*10% 4 Copy these formulas and paste them for the other employees. 5 Select cells B12:D12 then use the AutoSum button to give totals for these columns. 6 Andy s last name has been entered incorrectly. Edit this cell to read Andy Garden. 7 Nicola s monthly salary is wrong: it should be Make this edit and notice that the annual salary and bonus are recalculated to reflect this change. The totals on row 12 are also updated. Spreadsheets Student Workbook Beginner 26

33 8 Change the worksheet name to Sales Dept by double-clicking the Sheet 1 tab and typing the new name. 9 Copy all the information from the Sales Dept sheet and paste it on Sheet Rename this sheet Admin Dept. 11 Change the information in columns A and B only as shown below (all cells with formulas will be updated automatically). 12 Admin department staff receive a 7.5% bonus rather than 10%, so change the column label in cell D3 and then the formula in cell D4 to reflect this. 13 Copy the formula for all other staff in the Admin department. 14 Follow these steps to print one copy of both worksheets: Add your name to the footer. Select the File, Print menu option. Under Print what, click Entire workbook. Click OK. 15 Save the workbook as Bonus Sheet in the Financial folder in your WorkStuff folder, then close it. Exercise 4: Using Formulas 1 Open the workbook Salary Rises stored in the Financial folder in your WorkStuff folder. Spreadsheets Student Workbook Beginner 27

34 2 Enter a formula into cell C6 that will calculate the annual salary of Paul Hull by multiplying his monthly salary by 12, then copy the formula for the other employees. 3 Cell B3 contains the percentage rise that the employees are to be given. This percentage is in a separate cell to make it easier to change if necessary. If the percentage was included as part of each formula, you would have to change every formula if the percentage changed. By putting the percentage in its own cell and then including a reference to that cell in the formulas, you would only have to change one cell if the percentage changed. Follow the instructions below to enter a formula that will calculate the increase for Paul Hull into cell D6 and then copy it for the other employees. Position the cell pointer on cell D6 then type =C6*B3 Copy this formula for the other employees and look at the results. The results of these pasted formulas are clearly not correct, so click cell D7 and look at the formula bar. The formula in this cell reads =C7*B4 since it uses relative cell addressing. However, B4 is an empty cell. The formula should be multiplying Stephen s annual salary (C7) by the increase percentage (B3), so the original formula needs to include absolute markers to make sure that B3 doesn t change when the formula is copied. Move to C6 and type the formula =C6*$B$3 (you can type the $ symbols, or press the F4 function key when the cursor is next to the B3 address). When this formula is copied now, C6 will change but B3 won t. Copy this formula for the other employees. This will overwrite the original incorrect formulas. Click cell D10 and look at the formula in the formula bar. The reference to cell C6 has been changed to reflect the formula's new row, but the reference to cell B3 remains the same. 4 Enter a formula into cell E6 that will calculate Paul Hull s New Salary (annual salary + increase) then copy it for the other employees. Spreadsheets Student Workbook Beginner 28

35 5 Calculate the totals on row 11 for each of the columns. 6 Notice the total increase shown in cell D11. The management have budgeted to spend a maximum of 6, on salary increases and, as you can see, awarding a 5% increase will exceed the budget. As the increase percentage is being taken from cell B3, type other values, such as 3.5% and 4.25%, into cell B3, to find the highest percentage that management could award without exceeding its budget. 7 Save the changes to the workbook and then close it. Exercise 5: Using AutoSum and Other Formatting Options 1 Open the P&L workbook stored in the Financial folder in your WorkStuff folder. 2 Use the AutoSum button to enter totals in the ranges D5:D7, B8:D8, D11:D32 and B34:D34. 3 Follow the instructions below to replace all occurrences of the word Revenues with the word Sales. Move the cell pointer to cell A1 and then choose the Edit, Replace menu option. In the Replace dialogue box in the Find What box type Revenues. In the Replace with box, type the word Sales. Select the Find Next button. The first cell containing the word Revenues is highlighted. Notice that this isn t the only word in the cell, so if you d ticked Find entire cells only, this occurrence of Revenues would not have been highlighted. Click the Replace button. Excel now highlights the next occurrence. Click Replace. This occurrence is replaced and the cell pointer stays on this cell, indicating that there are no more occurrences of the word Revenues. Spreadsheets Student Workbook Beginner 29

36 Notice that, although cell A7 also contains the word revenues, Excel doesn t move on to this occurrence. This is because it doesn t have a capital R. 4 Use Replace to replace all occurrences of the word Wages with Salaries. 5 Use Replace All to replace all occurrences of the word costs with fees. Notice that when you use the Replace All button instead of the Replace button you don t see the individual occurrences before they re replaced. You should be careful when using this feature. 6 Save the changes you ve made and close the workbook. Copying, Moving and Deleting How to Use Copy and Paste The Copy and Paste options available from either the toolbar or the Edit menu can be used to duplicate cell contents in another part of the worksheet or in another open workbook altogether. 1 Select the cell(s) whose contents are to be duplicated elsewhere. 2 Click the Copy button or select the Edit, Copy menu option. 3 Display the sheet where the copied cell(s) is to be put and then position the active cell pointer at the top left of the range where it is to be placed. This can be in the same sheet, the same workbook or in another open workbook altogether. 4 Click the Paste button or select the Edit, Paste menu option. Note: The AutoFill handle can also be used to copy cell contents to adjacent cells. How to Use Cut and Paste The Cut and Paste options available from either the toolbar or the Edit menu can be used to move cell contents to another part of the worksheet or to another open workbook altogether. 1 Select the cell(s) whose contents are to be moved. 2 Click the Cut button or select the Edit, Cut menu option. Spreadsheets Student Workbook Beginner 30